The Corporation of Delta COUNCIL REPORT Regular Meeting. Delta Farmers Institute - Farmers Ball

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1 The Corporation of Delta COUNCIL REPORT Regular Meeting F.10 To: From: Mayor and Council Parks, Recreation & Culture Department File No.: Date: March 17,2017 Delta Farmers Institute - Farmers Ball The following report has been reviewed and endorsed by the Chief Administrative Officer. RECOMMENDATIONS: A. THAT a facility rental fee grant of 50% of the facility rental fee, to a maximum of $840, be awarded to the Delta Farmers Institute for use of the Harris Barn on November 25,2017. B. THAT the Delta Noise Control Bylaw No. 1906, 1972 be relaxed until midnight on November 25,2017. C. THAT a Rental Contract / Permit be issued to the Delta Farmers Institute for use of the Harris Barn from 10:00am until 12:00am on Saturday, November 25,2017. PURPOSE: To approve a Facility Rental Fee Grant and relaxation of the Delta Noise Control Bylaw No. 1906, 1972 for the Delta Farmers Institute annual Farmers Ball at the Harris Barn on Saturday, November 25,2017. BACKGROUND: The Delta Farmers Institute is a recognized community organization operating in the municipality of Delta (Delta) since The Delta Farmers Institute represents 60 farming families and many of the current members are third and fourth generation Delta farming families. For over 105 years the Delta Farmers Institute has hosted a Farmers Ball in Delta, the last few years the event has taken place at the Harris Barn. Council Policy: Council approves all facility rental fee grants in excess of $500.

2 Delta Farmers Institute - Farmers Ball Page 2 of 2 March 17, 2017 '. DISCUSSION: On March 15, 2017, correspondence was received by the Farmers Ball Committee (Attachment A) requesting use of the Harris Barn for the 2017 Farmers Ball planned for Saturday, November 25, Included in the correspondence is a request for a facility rental grant. In 2016, Delta provided a facility rental fee grant and rental contract / permit to the Delta Farmers Institute to hold its Annual General Meeting and Farmers Ball at the Harris Barn. In keeping with the farming heritage of Delta, the Harris Barn is the preferred location for the Farmers Ball. As the event' is scheduled to conclude at midnight, relaxation of the Delta Noise Control Bylaw No. 1906, 1972 is also requested. f, Implications: Financial Implications - The rental cost for the Harris Barn is $1,680 excluding taxes. It is recommended that a facility rental fee grant of 50% or $840 be approved. CONCLUSION: The facility rental fee grants policy and procedure (Attachment B) was established to assist community groups in providing services to Delta residents. The Delta Farmers Institute is an established organization with a mandate to promote and enhance the agricultural industry in Delta. Ken Kuntz Director of Parks, Recreation & Culture Department Department submission prepared by: Diana L. Cousins, Senior Policy Analyst dlc/sl This report has been prepared in consultation with the following listed department. Department Name Signature Finance Karl Preuss ATTACHMENTS: A. Letter of Request B. Facility Rental Fee Grant Policy & Procedure F \ \1,r, lit,ii,,01111(,111 { 'POiT,\:?llli 1[Jr.O," tilj' x r (Id"'j: vh," ( 'n 11 I,H) 41 i\f'~

3 Attachment A Page 1of 2 FI t1\o./gh ~ 71 \ 7 I~et<i) levv /Vled/ ltq J ',.J Dear George Harvie, Chief Administrative Officer, Ken Kuntz, Director of Parks, Recreation, and Culture, Mayor Lois Jackson and Delta Council Members, I am writing this letter today on behalf of the Farmers Ball committee for the Delta Farmers Institute (DFI) requesting a variance permit for the continued rental of the Harris Barn for our once a year fundraiser, Farmers Ball, under Delta1s previous bylaws. For the past four years, Delta has.allowed us to rent the Harris Barn under the conditions that we have the music off and bar closed by midnight and that we are cleaned up and out of the barn by lam, which we diligently adhere to. This year, if we are given permission to do so, we wish to continue this event Saturday November 25th, A special thank you should be noted to Ken Kuntz who promptly authorized a $500 grant towards our rental fee last year. We believe that the Harris Barn is the most appropriate local venue for our farming event and some guests, who would riot otherwise have a chance to see the beautifully restored barn, do look forward to the evening because of the setting. All proceeds of this event go towards the operating costs and administration of the DF!. Farmers Ball is DFls only fundraiser, so its success means a lot to many, including 1'.0, Box I Delta, British Columhia, Canada \'4k 4'7 I tclf fax I toll free I Iyeedfi@telus.nct '/'lw Dc/to F<II'TlWI'S' Institute (Dl'1) has been established since 1898 and cul'l'cntiy I'cpl'esents oller 100 membol's oj tlw farming c0i1i1111mity in Delta Be. Forming is a liitai socio-ccollomicasscl in Metro Vallcouver, genci'(ltillg 25% ojjjc'sjood PI'OdllClioll on of the province:, agricllitllmilallci. Dcitaprudllccs over $300 million infol'11i I'ccripts. OVOI' 90% afjw'ms ol'cjamily owlled and opcmted by 11Iulti-gcllcl'Oti01wiftllllilies on 10l'ge parcels offol'mlwu/ with some of the best soils ond climate jol'ogl'iculwl'c in Canada.

4 Attachment A Page 2 of 2 the rest of the committee and myself. For the last four years it has been the next generation of young, female farmers on the committee who have decided to continue putting this event on for their farm friends and families in the community. The DFI has been hosting the Farmers Ball for over 105 years in Delta. Currently, there are close to 60 Delta farm families with DFI memberships and over 80 memberships total. This event also has tremendous community support with many local businesses and individuals making donations to aid in its success. Thank you for considering our event for a variance permit and taking the time to hear from us Sincerely, Alicia Guichon and the Farmers Ball Committee: Melissa Thibaudier, Christine Terpsma, Danielle Guichon, Katie Leek, Lydia Ryall, Naomi Botkin, Jenna Kelly, Nicole Kelly, Natalie May, Susan Ellis, Nancy Chong, Leisa Yee, Maureen Malenstyn, Tannis Bence, Alana Naherny P.O. Box I Delta, British Columbia, Canada \'4k 4"7 I tell fax I toll free I lycedfi(tiltelus.nct The Delta Farmers' Institllte (DFI) has been established since 1898 and clil'l'ently represents over 100 members of the farming community ill Delta Be. Farming is a vital sacia-economic asset ill Metro Vancouver, generating 2S% of He's food production onl.s% of the prouince's agriculwralland. Delta prodllces ove,' $800 million infcll'm receipts. Over 9096 offarms m'efamily owned and operated byll1uiti-gcnerationolfalllilies onlw'gc pm'cels offarmland with some of the best soils and climatefor agriculture in COllado.

5 FACILITY RENTAL FEE GRANTS POLICY No. H.13 Page 1 of 1 Council Adoption Date: 15 November 1993 Initiation / Revision Date: 12 June 2001 POLICY The Corporation of Delta will provide facility rental grants to qualifying groups for qualifying community events that advance the social, cultural, and/or recreational objectives of the municipality, subject to the criteria listed below. The Corporation of Delta 4500 Clarence Taylor Crescent Delta, BC V4K 3E2 (604)

6 FACILITY RENTAL FEE GRANTS PROCEDURE No. H.13.1.All Page 1 of 3 Council Adoption Date: 15 November 1993 Initiation / Revision Date: 12 June 2001 PROCEDURE 1. The Facility Rental Fee Grant program will be administered by the Parks, Recreation & Culture department, whic~ will forward all Facility Rental Grant requests over $500 to Council with a staff recommendation consistent with this policy. Applications that conform to Council's criteria and do not exceed $500 will be authorized by staff. 2. All grant requests must be submitted on the Facility Rental Grant application form provided and directed to the attention of the Director of Parks, Recreation & Culture. 3. All grants provided will be paid by Corporation cheque to the society, association or community group; the society, association or community group will be invoiced for and will be responsible for the full amount of the facility or showstage rental fee regardless of the size of grant they may receive. Any qualifying group whose grant request is denied may appeal directly to Council. Qualifying Group A qualifying group is a recognized not for profit society, association or community group, which operates principally through the use of volunteers, and has in its purpose the social, cultural or recreational betterment of the residents of Delta or a specific group or class of persons within Delta. The qualifying society, association or community group must be located in Delta and be comprised of and administered by residents of Delta. Alternatively, a qualifying group may be an organization considered by Council to be contributing to the general interest and advantage of the municipality. The Corporation of Delta 4500 Clarence Taylor Crescent Delta, BC V4K 3E2 (604)

7 Parks, Recreation & Culture Procedure FACILITY RENTAL FEE GRANTS Attachment B Page 3 of 4 PROCEDURE No. H.13.1.ALL Page 2 of 3 Qualifying Community Events A qualifying community event is a non-commercial community event, which provides a significant benefit to the residents of Delta, the dominant purpose of which is to benefit the municipality of Delta as a whole. If the event is a fund raising event, the funds raised must provide a direct benefit to the residents of Delta. The event must be open to all residents, or a group or class of residents, of Delta. Grant Criteria 1. Grants provided under this policy will be for all or part of the facility or showstage rental fee associated with the operation of the event only. Requests for travel assistance, administration costs in hosting an event, or general operating funds for a society, association or community group will not be considered under this policy. Event operating grants for Delta's annual community celebrations (i.e. North Delta Family Day, Ladner May Days, Tsawwassen Sun Festival, etc.) are dealt with separately by Council policy and are not covered by this policy. 2. Grants will normally be provided for 50% of the direct facility or showstage rental fee to a maximum of $500 for each event; requests for grants to cover up to 100% of the direct rental fee to a maximum of $1,000 will be considered only on the basis of extenuating circumstances. Such extenuating circumstances must be identified as part of the initial grant request on the Facility Rental Grant application form provided. An example of such extenuating circumstances is when any specific community event sponsored by a not for profit organization directly benefits the majority of the community, then the community event is eligible for a 100% Facility Rental Grant. 3. Dry Grads for the secondary schools are eligible for a Facility Rental Grant of 100% up to a maximum of $1,200 for use of Delta's Parks, Recreation & Culture facilities. 4. The applicant for a grant must provide details on the purpose of the event, how it will.benefit the municipality of Delta and its residents, and the applicant must provide a budget for the event, including a disclosure of all sources of funding. 5. All grants are subject to a maximum limit placed on grants by the Municipal Council; if the budgeted funds for grants are exhausted, no further grants may be made in that year without the consent of the Council. The Corporation of Delta 4500 Clarence Taylor Crescent Delta, BC V4K 3E2 (604)

8 Parks, Recreation & Culture Procedure FACILITY RENTAL FEE GRANTS Attachment B Page 4 of 4 PROCEDURE No. H.13.1.All Page 3 of 3 6. Each group is limited to one Facility Rental Fee grant per year for similar events. 7. The applicant must, upon receipt of a grant, acknowledge the financial contribution made by Delta in support of their event. The Corporation of Delta 4500 Clarence Taylor Crescent Delta, BC V4K 3E2 (604)